HomeMy Public PortalAboutVehicle Use GPS Fleet Management System Policy
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POLICY Effective Date May 13, 2016
Section: Corporate
Title: Vehicle Use /GPS Fleet Management System
1.0 POLICY STATEMENT
To outline procedures and responsibilities for every Town of Oliver employee
when operating Town owned or leased vehicles or equipment.
2.0 GENERAL
The Town of Oliver vehicles and equipment are to be used for official purposes
only. Employees are authorized to operate vehicles and equipment, and are
responsible for vehicle and equipment care and security while operating.
Designated positions are assigned by the Chief Administrative Officer (CAO) or
designate for use of a Town owned vehicle for use at work and for travel to and
from work. Use of such Town vehicles for purposes other than work or travel to
and from work is prohibited, excluding employees who are on a scheduled on-
call rotation.
The GPS Fleet Management System is to ensure the safety of employees and
improve the efficiency and effectiveness, enhance fleet management, improve
operational performance, and to respond to service requests, concerns or
complaints.
3.0 PROCEDURE
Drivers’ Responsibilities
1. Employees and authorized volunteers provided with a Town vehicle are to
use the vehicle for official work purposes, or where otherwise permitted.
2. Only Town employees and authorized volunteers may ride in a Town
vehicle.
3. Town employees and authorized volunteers that are permitted to use Town
owned or leased vehicles/equipment must possess a valid B.C. driver’s
license, permitting the use of the vehicle they are authorized to operate.
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4. Any employee under the Graduated Licensing Program must adhere to the
requirements of the program and must affix the appropriate decal on the
vehicle they are operating.
5. All new employees and authorized volunteers who are permitted to operate
Town of Oliver owned or leased vehicles are required to submit a current
driver abstract to the CAO or designate prior to operating Town vehicles. In
the event there is a cost for the driver abstract the Town will cover the
charge.
6. The Town of Oliver will obtain updated driver abstracts on an annual basis,
before January 15th, for employees and authorized volunteers who operate
Town owned or leased vehicles. In the event there is a cost for the driver
abstract the Town will cover the charge.
7. In the event of a license suspension, the employee or authorized volunteer
must notify their Manager, or designate, immediately. Town vehicle use
privilege will be suspended and disciplinary action may result, subject to
any statutory employment requirements or constraints.
8. Use of Town vehicles for trips to and from work are a taxable benefit to the
employee as per Revenue Canada policy.
9. Use of Town owned vehicles by non-Town employees shall not be
permitted without written authorization from either the CAO or designate.
10. Town employees who operate Town vehicles/equipment may be assigned a
fuel purchase card for which they are fully responsible. Loss, damage or
theft of a fuel card must be reported to the card administrator immediately.
The card is to be used for purchasing fuel for Town vehicles/equipment
only.
11. All drivers and passengers must wear seat belts and obey all traffic laws.
12. Any driver operating a Town owned or leased vehicle or item of equipment
who is charged in contravention of the laws of British Columbia or Canada
will be responsible for fines or other costs associated with that violation.
13. The Town is responsible for all operating, maintenance, insurance and
other associated costs related to Town owned or leased vehicles and
equipment.
14. Town employees must report any and all vehicle/equipment defects or
damage to the Director of Operation, or designate, in a timely manner to
ensure repairs are performed to address safety issues and minimize
vehicle/equipment downtime.
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15. All employees must ensure Town vehicles/equipment are kept externally
clean and free of litter and debris internally.
16. Smoking is not permitted in any Town vehicle/equipment.
17. Use of electronic devices, except meter reading equipment and radio
communication devices, is not permitted in any Town vehicle/equipment
when vehicle is in operation.
18. Employees and authorized volunteers must ensure the vehicle/equipment is
stored in a secure manner. For greater clarity, all doors and windows are to
be secure and all electrical circuits are to be disabled. After the
vehicle/equipment is secured, the employee is to return the ignition keys to
the designated storage location.
GPS Fleet Management System:
19. Town vehicles and equipment may be equipped with GPS Fleet
Management System and the Director of Operations or designate is
responsible to advise all employees of which vehicles are equipped with
GPS.
20. No employee or authorized volunteers shall knowingly tamper with vehicle
equipment including GPS systems. Any employee found to have tampered
with GPS systems will be subject to disciplinary action, subject to any
statutory employment requirements or restraints.
21. Employees must only use the DRIVER ID KEY FOB assigned to them for
their use. If a DRIVER ID KEY FOB is left in a vehicle it is to be returned to
the Director of Operations or designate.
22. The GPS system will be used as a management tool to monitor and
improve effectiveness and efficiency of the Town's fleet. Managers may
investigate any issues relating to the operation of the vehicle at their
discretion. Disciplinary action may result from the investigation, subject to
any statutory employment requirements or constraints.
23. GPS information will not be used for continuous, real-time monitoring of
staff members for performance management purposes. The Town reserves
the right, where reasonable grounds for concern exist, to use the GPS
information to investigate misconduct and/or to educate its workforce.
24. Serious or repeated driving violations will be addressed by the department
manager and may lead to disciplinary action, subject to any statutory
employment requirements or constraints.
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25. All employees and volunteers authorized to drive a Town vehicle/equipment
will be supplied with a key Driver ID Key FOB. The employee and
authorized volunteer shall be provided one additional key Driver ID Key
FOB if the original key Driver ID Key FOB is lost, stolen or damaged, but
will be responsible for the replacement cost (2016 - 2018 = $8.00) of
additional lost, stolen, or damaged Driver ID Key FOBs. Driver ID Key
FOBs that sustain accidental damage at work will be replaced by the Town.
26. The Town will address all internal and external complaints received
regarding the operation of Town vehicles and equipment and may use the
GPS system to investigate any allegations regarding violations to the Motor
Vehicle Act or this Policy.
27. Employees who are entitled to take Town equipment home, as part of their
job description, employee contract, or after hours standby will be subject to
GPS data collection and the use of the data in the same manner as during
regular working hours.
Handling/Recording/Retention/Disposal of GPS Information
28. Administration and rights to data access will be determined and established
by the Director of Operations or designate. Information will be treated in
accordance with applicable legislation, regulation, policy and practice.
29. GPS information includes, but not limited to data such as: vehicle location,
work zone identification, seatbelt engagement, distance travelled, start and
stop times, idle time, speed, hard braking or acceleration, accident
indicators and engine/mechanical performance.
30. The Town may disclose GPS information in compliance with legislation
where an order is received from a court or body with authority to compel
production of the records.
31. When GPS information is linked to a specific employee, this may constitute
personal information. Personal information shall be treated in accordance
with applicable privacy requirements.
32. Data is collected, maintained and secure on a Canadian Q9 Network server
up to 20 years from the date of capture.
33. Un-authorized data use will be protected by way of security measures
implemented by the service provider or the Information Technology
contractor.
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Accident Reporting
34. All accidents involving a Town owned or leased vehicle/equipment must be
immediately reported to the employee’s immediate supervisor.
35. The Director of Operations, or designate, shall initiate an accident
investigation which shall include the employee and the immediate
supervisor.
36. Drivers who have been at fault in two or more preventable accidents where
the vehicle driver is at fault, in which their actions resulted in damage to
vehicle or property in excess of $2000, may be subject to a number of the
following corrective measures, including:
a. A verbal and written warning;
b. Suspension of driving privileges with the Town’s vehicles or equipment
resulting in a possible reassignment of duties and a reduction in pay
grade;
c. Immediate and successful completion of a Defensive Driving Course at
the Town’s expense;
d. Restriction as to the types of Town equipment that may be operated;
e. Suspension without pay; and/or
f. More severe discipline, up to, and including termination, subject to any
statutory employment requirements or restraints.
37. At no time shall a Town employee make statements, assume or admit guilt
regarding an accident in which he or she was involved without first notifying
his/her immediate supervisor. A driver must remain at the scene until
instructed to leave by a supervisor.
38. Any repair cost arising from accidents, except for demonstrated misuse of
the vehicle or equipment, is the responsibility of the Town.